HomeMy WebLinkAbout2020-06-03 LBOT Board PacketLIBRARY BOARD OF TRUSTEES
CITY OF PALM SPRINGS, CALIFORNIA
www.palmspringslibrary.gov
REGULAR MEETING AGENDA
WEDNESDAY, JUNE 3, 2020
5:30 P.M.
Pursuant to Executive Order N-29-20, this meeting may be conducted by teleconference and there will
be no in-person public access to the meeting location.
Submit your public comment to the Library Board of Trustees electronically. Material may be
emailed to jeannie.kays@palmspringsca.gov. Transmittal prior to the start of the meeting is
required. Any correspondence received during or after the meeting will be distributed to the
Board and retained for the official record.
You may provide telephonic comments by calling the Library Director at (760) 322-8375 by no
later than 4:00 p.m. to be added to the public comment queue. At the appropriate time, a staff
member will call you so that you may provide your public testimony to the Board.
The meeting will be recorded and the audio file will be available from the Office of the City
Clerk and will be posted on the City’s YouTube channel, as soon as practicable.
TRUSTEES
Craig Borba, Ed. D. Ed McBride
Vacant Kathy Weremiuk
David Kelly, J.D., M.B.A.
Palm Springs is an inclusive world-class city dedicated to providing excellent and responsive
public services to enhance the quality of life for current and future generations.
Staff representative: Jeannie Kays, Director of Library Services, Palm Springs Public Library
1. CALL TO ORDER - ROLL CALL
2. CHANGES OR ADDITIONS TO THE AGENDA: In order to meet Brown Act requirements, items
may be added to the agenda only upon decision by a majority of the Board of Directors to
add the item because of a need for immediate action. This Agenda was available for public
access at the City Hall exterior bulletin board (west side of Council Chamber), and City
Clerk’s office on or before 5:30 p.m., May 28, 2020. A courtesy posting of this Agenda can
be found on the Library’s website at www.palmspringslibrary.org. Pursuant to the
Government Code Section 54957.5, the designated office for inspection of public records
in connection with the public meeting of the Library Board of Trustees is the office of the
City Clerk, City Hall, at 3200 East Tahquitz Canyon Way, Palm Springs, California.
3. PUBLIC COMMENTS: This time has been set aside for members of the public to address the Library Board of Trustees on Agenda items; and items of general interest within the subject matter within jurisdiction of the City. Although the Library Board of Trustees values your comments, pursuant to the Brown Act, it generally cannot take any action on items not listed on the posted Agenda. Three (3) minutes are assigned to each speaker.
June 3, 2020 BOARD PACKET p. 1
Library Board of Trustees Page 2 of 3
Wednesday, June 3, 2020
4. CONSENT AGENDA
4. A. Meeting Minutes of May 6, 2020
4. B. Library Statistics
Acceptance of Consent Agenda: Motion: Second: Approved: Opposed: Abstention Names(s):
5. ADMINISTRATIVE REPORTS
5. A. Friends of the Palm Springs Library
5. B. Palm Springs Public Library Foundation
5. C. Library Staff 6. TREASURERS REPORT Acceptance of Treasurers Report: Motion: Second: Approved: Opposed: Abstention Names(s):
7. DISCUSSION/ACTION ITEMS
7. A. Update on Library Budget and Current Services
7. B. Trust Fund Financials
7. C. Report of Advocacy Task Force
7. D. Welwood Patio update
7. E. PR Campaign update
8. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS
9. ADJOURNMENT: The meeting of the Library Board of Trustees will adjourn to its next
regularly scheduled meeting at 5:30 p.m. on Wednesday, July 1, 2020 in the Large
Conference Room at Palm Springs City Hall or virtually.
The Palm Springs Public Library Board of Trustees meets at 5:30 p.m. on the 1st Wednesday
of every month, unless noted otherwise, in the Large Conference Room at Palm Springs City
Hall, 3200 East Tahquitz Canyon Way, Palm Springs, CA.
THE PUBLIC IS INVITED TO PARTICIPATE
June 3, 2020 BOARD PACKET p. 2
Library Board of Trustees Page 3 of 3
Wednesday, June 3, 2020
COMMITTEES:
STANDING:
ADVOCACY KELLY
BUDGET KELLY/MCBRIDE
BUILDINGS BORBA/WEREMIUK
POLICIES/BYLAWS BORBA/MCBRIDE
AD HOC:
FOUNDATION BORBA/MCBRIDE
FRIENDS KELLY
MEASURE J KELLY/MCBRIDE
AFFIDAVIT OF POSTING
State of California )
County of Riverside ) ss.
City of Palm Springs )
I, Jeannie Kays, Director of Library Services of the City of Palm Springs, California, hereby certify this
Agenda was delivered to each member of the Library Board of Trustees, provided to all parties who have
requested such notice, posted at City Hall before 5:30 p.m., on May 28, 2020, and posted on the City’s
website as required by established policies and procedures.
____________________________
Jeannie Kays, MLIS
Director of Library Services
P U B L I C N O T I C E S
Pursuant to G.C. Section 54957.5(b)(2) the designated office for inspection of records in connection with
the meeting is the Office of the Library Director, Palm Springs Public Library, 300 S. Sunrise
Way. Complete Agenda Packets are available for public inspection at: Palm Springs Public
Library. Agenda and staff reports are available on the City’s website www.palmspringsca.gov. If you
would like additional information on any item appearing on this agenda, please contact the Director of
Library Services at (760) 322-8375.
It is the intention of the City of Palm Springs to comply with the Americans With Disabilities Act (ADA)
in all respects. If, as an attendee or a participant at this meeting, If you will need special assistance beyond
what is normally provided, the City will attempt to accommodate you in every reasonable manner. Please
contact Julie Warren at 760-416-6731 to inform us of your particular needs and to determine if
accommodation is feasible. Please advise us at that time if you will need accommodations to attend or
participate in meetings on a regular basis.
June 3, 2020 BOARD PACKET p. 3
Board of Library Trustees Minutes: March 4, 2020 1
PALM SPRINGS PUBLIC LIBRARY
BOARD OF LIBRARY TRUSTEES
AMENDED MINUTES
Palm Springs Public Library March 4, 2020
City Hall Large Conference Room
1. CALL TO ORDER
President McBride called the meeting to order at 5:30 p.m.
ROLL CALL PRESENT
Craig Borba Yes
Harry Courtright No
David Kelly Yes
Ed McBride Yes
Kathy Weremiuk Yes
STAFF PRESENT: Jeannie Kays, Director of Library Services.
CITY STAFF PRESENT: Julie Warren, Library Services and Public Relations Manager; Lisa Brock,
Library Operations and Collection Manager.
PUBLIC PRESENT: Robert Engel, David Sidley, and Juanita Garner.
2. CHANGES OR ADDITIONS TO THE AGENDA: None.
3. PUBLIC COMMENTS: None.
4. CONSENT AGENDA
4. A. Meeting Minutes of January 28, 2020
MOTION: (Weremiuk/Borba, 4-0) To approve the consent calendar with the exception of items 4.B.
and 4.C. which have been pulled for further discussion.
4. B. Library Statistics
Hold discussion for 7.C.
4. C. Donations to Library
Going forward a document will be included in the packet with a list of donations to the Library.
MOTION: (Weremiuk/Borba, 4-0) To accept item 4.C.
5. ADMINISTRATIVE REPORTS
5. A. Friends of the Palm Springs Library
Julie Warren gave the report. The Friends had three events during Modernism Week. Their annual book
sale is March 13-15 in the Frey building. The Friends Annual Meeting will be May 3 at Smoke Tree
Ranch in Disney Hall.
June 3, 2020 BOARD PACKET p. 4
Board of Library Trustees Minutes: March 4, 2020 2
5. B. Palm Springs Public Library Foundation
Hold report for 7.A.
5. C. Library Staff
Director Kays gave the report.
Palm Springs Speaks event featuring Bob Woodward is this Friday, March 6.
Passports: February was the first month. Had 38 passports and 27 photos.
Many interesting programs coming in March, April, May.
The Library is taking precautions to stop the spread of germs. Have hand sanitizer and wipes out at
service desks and public computer room. Washing children’s toys, tables, chairs, service counters, etc.
We remind everyone to wash their hands.
St. Theresa student exhibit of models of historic buildings around Palm Springs at the Library for a few
more days.
Career Online High School: 3 graduates, 10 active students, 11 openings.
Teen Librarian, Sean Corbin and the library receiving the Shiny Apple Award from Palm Springs Unified
School District, March 10. The award is in recognition of Sean’s service to students, with a special tour
and access time when the library was closed.
Drag Queen Story Hour, Tuesday March 10.
ONE-PS Picnic: Saturday, March 21. Friends and Foundation participating.
Desert Regional Medical Center NICU Reunion: Saturday, March 28. Library staff participating.
Family Fun Fest: April 8, 10-12.
PSPL Comic Con: Saturday, May 9, 10-2.
6. TREASURERS REPORT
Treasurer Kelly reported the Library Trust Fund balance is $1,943,999.47.
MOTION: (Borba/Kelly, 4-0) To accept the Treasurers report.
7. DISCUSSION
7. A. Library Foundation annual report
The Foundation President David Sidley gave the report. In the last year, the Foundation Board has
grown to 15 members and they met with consultants Library Strategies to create a 36-month
development plan. They are looking to hire staff, secure office space, and doing an annual fund with a
goal of raising $50,000. They still have $87,000 of the loan given to them by the Library Board. The
Foundation is requesting that the Library Board considers forgiving the loan and is asking for another
loan. The additional funds they are requesting would be used to hire an executive director, rent office
space, and create the annual fund campaign. Amended to remove: The Library Board members are
open to forgiving the loan but would like a more detailed budget and a plan before approving it. Amended
to add: The Foundation asked the Library Board to forgive the loan and agree to provide a more detailed
budget and a plan before seeking approval. Director Kays will schedule a meeting with the City Attorney
to see if the note can be modified. The Foundation will report back to the Library Board in May.
June 3, 2020 BOARD PACKET p. 5
Board of Library Trustees Minutes: March 4, 2020 3
7. B. Building Committee update
Director Kays gave the report. At the February 27th City Council meeting there was a staff report request
for approval to proceed with conceptual planning of the Sunrise Park Master Plan and redevelopment
of the Library. One part of the proposal was to amend the agreement with Library Strategies to start
visioning and programming services for the Library. The second part was with Rios Clementi Hale
Studios to create the Sunrise Park Plan. City Council approved amending the agreement with Library
Strategies but pulled the Sunrise Park Plan to bring back at a later time. Director Kays will do a change
order and submit it to the procurement department.
7. C. Library Annual Reports and Questions of Further Discussion (memo)
Director Kays gave the report. The California State Library collects statistics from every library
jurisdiction and compiles it online. Using the statistics available, she prepared a statistical comparison
based on population. The report compared Palm Springs Public Library with nine libraries with similar
populations and looked at operating expenses, print materials expenditures, staff expenditures, hours
open, staff FTE, door count, circulation, reference questions, internet use, total number of programs,
and program attendance.
8. ACTION ITEMS
8. A. Board agenda layout review and approval
Director Kays spoke to the City Clerk about #2 on the agenda and he said that the part about posting
the agenda should be an affidavit at the end of the agenda so that will be changed on the next
agenda. For #3 the wording about public comments needs to be on the agenda. President McBride
requested more space for writing on the agenda. Trustee Weremiuk said the minutes are too long
and typically just actions taken are included. Trustee Borba suggested that when a Trustee asks for
information it is included in the minutes. Treasurer Kelly disagrees he feels the more details the
better. Director Kays and Trustee Borba looked at several other boards to see what they are doing
and it varied widely. Treasurer Kelly suggested more detailed reports in the board packets. Trustee
Weremiuk gave an example of the staff report that went to City Council as a report that should have
been in the board packet to give background on 7.B. of the agenda. The Foundations and Friends
should provide a written report to include in the packet.
MOTION: (Kelly/Weremiuk, 4-0) To accept Board agenda layout.
8. B. Budget requests for Library Trust Fund
Director Kays gave the report. The Finance Committee met to determine the requests from the Trust
Fund for next fiscal year. For fiscal year 2020-2021, the library is requesting $10,000 for e-books and
$250 for CPLA membership.
MOTION: (Kelly/Weremiuk, 4-0) To accept the fiscal year 20-21 spending requests totaling
$10,250.
June 3, 2020 BOARD PACKET p. 6
Board of Library Trustees Minutes: March 4, 2020 4
9. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS
On the upcoming agenda: the Library Foundation will report in May, an update on work with Library
Strategies. The City informed the public that the trees at Welwood would be coming down. The City
decided to wait on any remodel to the Frey building until the S unrise Park Master Plan is completed. In
future agendas differentiate between building committee and new library.
10. ADJOURNMENT
The March meeting adjourned at 7:42 p.m.
RESPECTFULLY SUBMITTED,
Jeannie Kays
Director of Library Services
June 3, 2020 BOARD PACKET p. 7
Board of Library Trustees Minutes: May 6, 2020 1
DRAFT
PALM SPRINGS PUBLIC LIBRARY
BOARD OF LIBRARY TRUSTEES
MINUTES
Palm Springs Public Library May 6, 2020
City Hall Council Chambers and Teleconference
1. CALL TO ORDER
President McBride called the meeting to order at 5:30 p.m.
ROLL CALL PRESENT
Craig Borba Yes
Harry Courtright No
David Kelly Yes
Ed McBride Yes
Kathy Weremiuk Yes
STAFF PRESENT: Jeannie Kays, Director of Library Services.
CITY STAFF PRESENT: Julie Warren, Library Services and Public Relations Manager; Lisa Brock,
Library Operations and Collection Manager.
PUBLIC PRESENT: None.
2. CHANGES OR ADDITIONS TO THE AGENDA: None.
3. PUBLIC COMMENTS: None.
4. CONSENT AGENDA
MOTION: (Weremiuk/Borba, 4-0) To approve the consent agenda, with removal of 4.A. for
discussion.
4. A. Meeting Minutes of March 4, 2020
This item was excluded from the consent agenda.
4. B. Library Statistics
MOTION: (Weremiuk/Borba, 4-0) To accept the Library Statistics.
EXCLUDED CONSENT AGENDA
4. A. Meeting Minutes of March 4, 2020
Treasurer Kelly requested that the March 4, 2020, meeting minutes be amended as follows:
Remove the line “The Library Board members are open to forgiving the loan but would like a more
detailed budget and a plan before approving it.” Add the line “The Foundation asked the Library
Board to forgive the loan and agree to provide a more detailed budget and a plan before seeking
approval.”
MOTION: (Weremiuk/Borba, 4-0) To approve the March 4, 2020 minutes as amended.
Treasurer Kelly requested that his advanced degrees be added to future agendas.
June 3, 2020 BOARD PACKET p. 8
Board of Library Trustees Minutes: May 6, 2020 2
DRAFT
MOTION: (Kelly/Borba, 4-0) To amend the trustee listing on the future agendas to include J.D. and
M.B.A. after David Kelly’s name.
5. ADMINISTRATIVE REPORTS
5. A. Friends of the Palm Springs Library
Nanci Morrison gave the report. The Friends did not meet in April due to COVID-19. They approved
funds to continue Kanopy streaming service. The Annual Meeting was cancelled. They were making
plans for a graduation ceremony for Career Online High School; that has been postponed for now. In
February, 27 passport photos were done and the Friends made $405. In February the book sale made
$2,309. They are going to have a sandwich board made to advertise the book sales. The Friends will
meet by conference call for their May meeting. Treasurer Kelly said he is using Zoom for the FOPSL
book club and offered help if the Board would like to meet over Zoom. Trustee Weremiuk asked for
clarification on the Friends role in passports. The Friends sponsor the photo taking process and
proceeds from that portion go to them.
5. B. Palm Springs Public Library Foundation
David Sidley gave the report. The Foundation Board has not met since the last presentation with the
Library Board. They will have a meeting in May and will be discussing the request from the Library Board.
5. C. Library Staff
Hold for 7.A.
6. TREASURERS REPORT
Treasurer Kelly reported the Library Trust Fund balance is $1,936,815.92. Treasurer Kelly asked why
there are expenditures in the Friends of the Library account and where the money comes back to them.
Director Kays said the City of Palm Springs uses this line item to pass the book sale proceeds through
to the Friends, so the exact amount of money that comes in goes back out in the form of a check to the
Friends of the Library. Treasurer Kelly said he does not see where it comes back as income and he
would expect to see a credit on the print balance sheets by fund report. Director Kays will look into this
and give a report to show the money coming in and going out. Trustee Weremiuk said if i t is not possible
to provide a report that shows the money going into the trust the Board would like this money handled
outside of the trust.
MOTION: (Weremiuk/Borba, 4-0) To accept the Treasurers report with the understanding that
there will be a report at the next board meeting to discuss how the Friends money is going to be
handled.
7. DISCUSSION
7. A. State of the Library since COVID-19 closure
Directory Kays gave the report. The Main Library and the Welwood Murray Memorial Library closed on
March 13, 2020. Staff created content for the Palm Springs Public Library YouTube channel including
videos on downloading music, downloading eBooks, accessing our streaming services, and several
virtual story times. The YouTube channel also includes the Pr ickly Pears Oral History collection, 54
interviews of notable residents done between 1986 and 1987. During the closure, the library has issued
over 500 virtual library cards. The library partnered with Palm Springs Unified School District to offer
middle school and high school students access to our eBook collection through the app Sora. Due to
the financial crisis the operating budget for this fiscal year has been frozen and we have been asked to
make significant cuts to next year’s budget, budget decision s will be made by City Council. As of April
30th a majority of the library employees have been deemed non-essential and put on two weeks of
COVID leave, these employees are still employed by the City and have full benefits and accrue leave.
After two weeks, the employees can chose to use vacation time or apply for unemployment. Four staff
June 3, 2020 BOARD PACKET p. 9
Board of Library Trustees Minutes: May 6, 2020 3
DRAFT
members at the Library were deemed essential and are working to cover the Library basics. Staff is
answering the phones Monday through Friday, receiving deliveries, issuin g virtual library cards, and
assisting customers over the phone. Staff is working on creating a virtual summer reading program with
the full financial support of the Friends of the Library. The plan is to have an online registration program,
provide two – three books just for registering, and reward children with a pack of five paperback books
when they reach their reading goal. In lieu of online programs we will have online activities for them to
choose from.
Staff has been working on developing reopening plans with various scenarios depending on the orders
by the State, County, and City. Staff has been participating in meetings with other Library Directors
throughout the State of California to develop guidelines that can be recommended to Libraries acros s
the State. We have prepared our own stages of reopening plans and are ready to serve our community
at whatever level the City deems allowable. The safety of our community is the most important factor.
We are working to develop a COVID code of conduct for staff and patrons. Currently any items returned
are placed in quarantine for 72 hours before being checked in. Due dates on checked out items have
been extended so there is no need to return items at this time. Our digital library is open 24/7 and anyone
with an existing library card or a virtual library card have access to Overdrive for e -books and e-
audiobooks, Kanopy for streaming movies, New York Times Online, RB Digital for e-magazines, Freegal
for downloading music, Mango Language, Job Now for job searching, and Help Now for homework help
and more.
Trustee Weremiuk asked about the states phases of opening and what that means for the Library.
Director Kays said the Library has been thinking ahead to plan the next steps. If Libraries are included
in Phase 2 and the City gives the green light the library would open for a pickup service. This would be
a no contact service. In order to offer this s ervice four staff members would be brought back in. The
different stages would require different levels of staffing. One option that has been discussed is making
Welwood either a cooling center or an employment center. Director Kays believes City Council will need
to approve our next phases.
Treasurer Kelly said the advocacy committee needs to be prepared to advocate to City Council on behalf
of the Library. President McBride would like to form a committee made up of the members from Library
Board, Friends of the Library, and Foundation to work with Director Kays on advocacy and funding needs
of the Library. They would be able to partner together to see if they have funding or if they need to go
out and raise money for the budget shortfalls. Trustee Weremiuk suggested putting in a request to the
City Manager for curbside service and a request to open Welwood as an employment center. President
McBride said the goal is to make sure the community knows the library is essential. President McBride
appointed himself and Treasurer Kelly to the committee. They will invite one member from the Friends,
and one member from the Foundation. Trustee Weremiuk suggested inviting two people from the school
district.
7. B. Support by Friends, Trust Fund, and Foundation
Reported in 7. A.
7. C. Memo from Trustee Kelly
Treasurer Kelly reviewed the summary from the memo he sent to the Library Board.
City Manager Dr. Ready joined at this time.
Dr. Ready said it looks like the building project is on hold for now. Dr. Ready said the logical thing would
be open the library for curbside service but that the employment center option would help people who
do not have computers get benefits. Dr. Ready explained the budget decisions that City Council would
be discussing in upcoming meetings. The Board discussed the logistics and concerns with opening as
an employment center to give access to computers. Director Kays will prepare a proposal for Dr. Ready
to present to City Council.
City Manager Dr. Ready left at this time.
June 3, 2020 BOARD PACKET p. 10
Board of Library Trustees Minutes: May 6, 2020 4
DRAFT
Treasurer Kelly finished reviewing the summary from the memo he sent to the Library Board. Trustee
Weremiuk asked if all the marketing money was spent and if not could we redirect it to publicize the
services the library is offering during the closure.
7. D. Welwood Patio update
Director Kays gave the report. There was a notice to proceed on the project; work should begin in May.
7. E. Building Committee update
No update.
8. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS
None.
9. ADJOURNMENT
The March meeting adjourned at 7:09 p.m.
RESPECTFULLY SUBMITTED,
Jeannie Kays
Director of Library Services
June 3, 2020 BOARD PACKET p. 11
February 2020 Statistics vs February 2019 Statistics
LIBRARY STATISTICS February 2020 February 2019 %CHANGE
MATERIALS CHECKED OUT (Total)44,183 45,296 -2%
Print 21,413 22,229 -4%
Non-Print 17,499 19,663 -11%
Other (Downloadable & In-house)5,271 3,404 55%
LIBRARY CARD REGISTRATIONS (Total)385 405 -5%
(Palm Springs) Resident 215 191 13%
(Outside of Palm Springs) Non Resident 116 125 -7%
(Paid/Fee Card) Visitor/Snow Bird 54 89 -39%
DOOR COUNT (Main) 17,331 18,144 -4%
DOOR COUNT (WMML)n/a*5,926 -
PUBLIC COMPUTER SESSIONS (Main)3,359 3,688 -9%
PUBLIC COMPUTER SESSIONS (WMML)1,550 1,857 -17%
WiFi COMPUTER SESSIONS (Main)2,266 2,614 -13%
WiFi COMPUTER SESSIONS (WMML)275 340 -19%
PROGRAM ATTENDANCE (Total)586 986 -41%
Pre-School 130 155 -16%
School Age 108 122 -11%
Teen 50 25 100%
Family 42 295 -86%
Adult 256 389 -34%
NO.OF PROGRAMS (Total)25 26 -4%
Pre-School 4 4 0%
School Age 4 4 0%
Teen 6 4 50%
Family 2 2 0%
Adult 9 12 -25%
VOLUNTEER HOURS 302.5 277.5 9%
MATERIAL REQUESTS FROM OTHER LIB.144 120 20%
NO. OF DAYS OPEN (Main)24 23 4%
NO. OF DAYS OPEN (WMML)29 28 4%
June 3, 2020 BOARD PACKET p. 12
March 1-12, 2020 Statistics vs. March 2019 Statistics
LIBRARY STATISTICS March 2020 March 2019 %CHANGE
MATERIALS CHECKED OUT (Total)29,478 46,693 -37%
Print 14,719 22,853 -36%
Non-Print 12,472 20,287 -39%
Other (Downloadable & In-house)2,287 3,553 -36%
LIBRARY CARD REGISTRATIONS (Total)144 339 -58%
(Palm Springs) Resident 55 195 -72%
(Outside of Palm Springs) Non Resident 58 116 -50%
(Paid/Fee Card) Visitor/Snow Bird 31 28 11%
DOOR COUNT (Main) 7,591 17,895 -58%
DOOR COUNT (WMML)2,110 5,875 -64%
PUBLIC COMPUTER SESSIONS (Main)1,401 3,607 -61%
PUBLIC COMPUTER SESSIONS (WMML)632 2,136 -70%
WiFi COMPUTER SESSIONS (Main)1,011 2,907 -65%
WiFi COMPUTER SESSIONS (WMML)159 331 -52%
PROGRAM ATTENDANCE (Total)148 592 -75%
Pre-School 35 117 -70%
School Age 46 123 -63%
Teen 7 33 -79%
Family 17 74 -77%
Adult 43 245 -82%
NO.OF PROGRAMS (Total)10 26 -62%
Pre-School 2 4 -50%
School Age 2 4 -50%
Teen 1 3 -67%
Family 1 2 -50%
Adult 4 13 -69%
VOLUNTEER HOURS 111 279.5 -60%
MATERIAL REQUESTS FROM OTHER LIB.87 172 -49%
NO. OF DAYS OPEN (Main)10 26 -62%
NO. OF DAYS OPEN (WMML)12 31 -61%
June 3, 2020 BOARD PACKET p. 13
March 13 - 31, 2020 Statistics vs. March 2019 Statistics
LIBRARY STATISTICS March 2020 March 2019 %CHANGE
MATERIALS CHECKED OUT (Total)3,286 46,693 -93%
Print 0 22,853 -100%
Non-Print 0 20,287 -100%
Other (Downloadable & In-house)3,286 3,553 -8%
LIBRARY CARD REGISTRATIONS (Total)313 339 -8%
(Palm Springs) Resident 186 195 -5%
(Outside of Palm Springs) Non Resident 127 116 9%
(Paid/Fee Card) Visitor/Snow Bird 0 28 -100%
DOOR COUNT (Main) 0 17,895 -100%
DOOR COUNT (WMML)0 5,875 -100%
PUBLIC COMPUTER SESSIONS (Main)0 3,607 -100%
PUBLIC COMPUTER SESSIONS (WMML)0 2,136 -100%
WiFi COMPUTER SESSIONS (Main)0 2,907 -100%
WiFi COMPUTER SESSIONS (WMML)0 331 -100%
PROGRAM ATTENDANCE (Total)0 592 -100%
Pre-School 0 117 -100%
School Age 0 123 -100%
Teen 0 33 -100%
Family 0 74 -100%
Adult 0 245 -100%
NO.OF PROGRAMS (Total)0 26 -100%
Pre-School 0 4 -100%
School Age 0 4 -100%
Teen 0 3 -100%
Family 0 2 -100%
Adult 0 13 -100%
VOLUNTEER HOURS 0 279.5 -100%
MATERIAL REQUESTS FROM OTHER LIB.0 172 -100%
NO. OF DAYS OPEN (Main)0 26 -100%
NO. OF DAYS OPEN (WMML)0 31 -100%
June 3, 2020 BOARD PACKET p. 14
April 2020 Statistics vs. April 2019 Statistics
LIBRARY STATISTICS April 2020 April 2019 %CHANGE
MATERIALS CHECKED OUT (Total)5,440 40,126 -86%
Print 90 18,624 -100%
Non-Print 237 18,450 -99%
Other (Downloadable & In-house)5,113 3,052 68%
LIBRARY CARD REGISTRATIONS (Total)160 297 -46%
(Palm Springs) Resident 80 169 -53%
(Outside of Palm Springs) Non Resident 80 104 -23%
(Paid/Fee Card) Visitor/Snow Bird 0 24 -100%
DOOR COUNT (Main) 0 16,088 -100%
DOOR COUNT (WMML)0 3,843 -
PUBLIC COMPUTER SESSIONS (Main)0 3,531 -100%
PUBLIC COMPUTER SESSIONS (WMML)0 2,065 -100%
WiFi COMPUTER SESSIONS (Main)111 2,439 -95%
WiFi COMPUTER SESSIONS (WMML)23 326 -93%
PROGRAM ATTENDANCE (Total)0 1,805 -100%
Pre-School 0 204 -100%
School Age 0 467 -100%
Teen 0 31 -100%
Family 0 931 -100%
Adult 0 172 -100%
NO.OF PROGRAMS (Total)0 35 -100%
Pre-School 0 4 -100%
School Age 0 14 -100%
Teen 0 4 -100%
Family 0 3 -100%
Adult 0 10 -100%
VOLUNTEER HOURS 0 274.5 -100%
MATERIAL REQUESTS FROM OTHER LIB.0 110 -100%
NO. OF DAYS OPEN (Main)0 26 -
NO. OF DAYS OPEN (WMML)0 30 -
June 3, 2020 BOARD PACKET p. 15
February 2020 Statistics vs. February 2019 statistics 1
DATABASE USAGE (TOTAL)2020 2019 % CHANGE
ANCESTRY.COM Library Edition 22 38 -42%
EBSCO 51 34 50%
HELPNOW Database Usage by Brainfuse 33 410 -92%
HELPNOW Tutoring Sessions by Brainfuse 8 27 -70%
HERITAGE QUEST 14 14 0%
JOBNOW by Brainfuse 0 0 -zero
MANGO 207 32 547%
WORLD BOOK 0 0 -zero
KANOPY 437 n/a -
VALUE LINE 506 n/a -
ACORN TV 356 n/a -
NY TIMES ONLINE 128 n/a -
TOTAL DATABASE USAGE 1,762 555 217%
OTHER CIRCULATION 2020 2019 % CHANGE
IN-HOUSE CIRCULATION 1,747 283 517%
DOWNLOADABLE AUDIOBOOKS 1,059 827 28%
E-BOOKS 1,399 1,271 10%
MUSIC DOWNLOAD (FREEGAL)791 788 0%
E-MAGAZINES DOWNLOAD (RBdigital)275 235 17%
TOTAL OTHER CIRCULATION 5,271 3,404 55%
WEB PAGE HITS 2020 2019 % CHANGE
LIBRARY HOMEPAGE 10,259 10,086 2%
E-LEARNING/RESEARCH 849 744 14%
LOCAL NEWS 11 34 -68%
EVENT CALENDAR 940 1,609 -42%
KIDS OASIS 240 190 26%
TEEN ZONE 213 152 40%
LIBRARY SERVICES 215 207 4%
ABOUT US 77 108 -29%
FAQ 131 130 1%
BOOK CLUBS 124 114 9%
DOWNLOADABLE EBOOKS, MUSIC, EMAGS 671 684 -2%
DIPLOMA 24 53 -55%
WELWOOD HOMEPAGE 3,068 2,501 23%
TOTAL WEB PAGE HITS 16,822 16,612 1%
June 3, 2020 BOARD PACKET p. 16
March 1 - 12, 2020 Statistics vs. March total 2019 statistics 1
DATABASE USAGE (TOTAL)2020 2019 % CHANGE
ANCESTRY.COM Library Edition 92 75 23%
EBSCO 37 50 -26%
HELPNOW Database Usage by Brainfuse 825 143 477%
HELPNOW Tutoring Sessions by Brainfuse 25 12 108%
HERITAGE QUEST 16 139 -88%
JOBNOW by Brainfuse 0 0 -zero
MANGO 68 51 33%
WORLD BOOK 1 0 -
KANOPY 165 n/a -
VALUE LINE 180 n/a -
ACORN TV 369 n/a -
NY TIMES ONLINE 49 n/a -
TOTAL DATABASE USAGE 1,827 470 289%
OTHER CIRCULATION 2020 2019 % CHANGE
IN-HOUSE CIRCULATION 833 87 857%
DOWNLOADABLE AUDIOBOOKS 379 962 -61%
E-BOOKS 595 1,404 -58%
MUSIC DOWNLOAD (FREEGAL)367 794 -54%
E-MAGAZINES DOWNLOAD (RBdigital)113 306 -63%
TOTAL OTHER CIRCULATION 2,287 3,553 -36%
ALL MARCH-NOT DIVIDED
WEB PAGE HITS 2020 2019 % CHANGE
LIBRARY HOMEPAGE 7,733 9,545 -19%
E-LEARNING/RESEARCH 1,002 871 15%
LOCAL NEWS 15 24 -38%
EVENT CALENDAR 529 960 -45%
KIDS OASIS 146 150 -3%
TEEN ZONE 106 219 -52%
LIBRARY SERVICES 174 182 -4%
ABOUT US 70 112 -38%
FAQ 115 129 -11%
BOOK CLUBS 65 91 -29%
DOWNLOADABLE EBOOKS, MUSIC, EMAGS 1,733 571 204%
DIPLOMA 5 60 -92%
WELWOOD HOMEPAGE 1,081 3,190 -66%
TOTAL WEB PAGE HITS 12,774 16,104 -21%
June 3, 2020 BOARD PACKET p. 17
March 13 - 31, 2020 Statistics vs. March total 2019 statistics 1
DATABASE USAGE (TOTAL)2020 2019 % CHANGE
ANCESTRY.COM Library Edition 92 75 23%
EBSCO 37 50 -26%
HELPNOW Database Usage by Brainfuse 825 143 477%
HELPNOW Tutoring Sessions by Brainfuse 25 12 108%
HERITAGE QUEST 16 139 -88%
JOBNOW by Brainfuse 0 0 -zero
MANGO 60 51 18%
WORLD BOOK 5 0 -
KANOPY 551 n/a -
VALUE LINE 180 n/a -
ACORN TV 399 n/a -
NY TIMES ONLINE 80 n/a -
TOTAL DATABASE USAGE 2270 470 383%
OTHER CIRCULATION 2020 2019 % CHANGE
IN-HOUSE CIRCULATION 0 87 -100%
DOWNLOADABLE AUDIOBOOKS 892 962 -7%
E-BOOKS 1,473 1,404 5%
MUSIC DOWNLOAD (FREEGAL)624 794 -21%
E-MAGAZINES DOWNLOAD (RBdigital)297 306 -3%
TOTAL OTHER CIRCULATION 3,286 3,553 -8%
WEB PAGE HITS 2020 2019 % CHANGE
LIBRARY HOMEPAGE 7,733 9,545 -19%
E-LEARNING/RESEARCH 1,002 871 15%
LOCAL NEWS 15 24 -38%
EVENT CALENDAR 529 960 -45%
KIDS OASIS 146 150 -3%
TEEN ZONE 106 219 -52%
LIBRARY SERVICES 174 182 -4%
ABOUT US 70 112 -38%
FAQ 115 129 -11%
BOOK CLUBS 65 91 -29%
DOWNLOADABLE EBOOKS, MUSIC, EMAGS 1,733 571 204%
DIPLOMA 5 60 -92%
WELWOOD HOMEPAGE 1,081 3,190 -66%
TOTAL WEB PAGE HITS 12,774 16,104 -21%
June 3, 2020 BOARD PACKET p. 18
April 2020 Statistics vs. April 2019 statistics 1
DATABASE USAGE (TOTAL)2020 2019 % CHANGE
ANCESTRY.COM Library Edition 0 145 -100%
EBSCO 4 -100%
HELPNOW Database Usage by Brainfuse 24 181 -87%
HELPNOW Tutoring Sessions by Brainfuse 4 49 -92%
HERITAGE QUEST 15 9 67%
JOBNOW by Brainfuse 0 0 -zero
MANGO 1557 121 1187%
WORLD BOOK 3 0 -
KANOPY 1166 n/a -
VALUE LINE 244 n/a -
ACORN TV 30 n/a -
NY TIMES ONLINE 160 n/a -
TOTAL DATABASE USAGE 5,223 2,528 107%
CIRCULATION
IN-HOUSE CIRCULATION 0 -302 -100%
DOWNLOADABLE AUDIOBOOKS 1,323 965 37%
E-BOOKS 2,395 1,367 75%
MUSIC DOWNLOAD (FREEGAL)1009 770 31%
E-MAGAZINES DOWNLOAD (RBdigital)386 252 53%
TOTAL OTHER CIRCULATION 5,113 3,052 68%
WEB PAGE HITS 2020 2019 % CHANGE
LIBRARY HOMEPAGE 3,767 8,673 -57%
E-LEARNING/RESEARCH 721 674 7%
LOCAL NEWS 6 14 -57%
EVENT CALENDAR 158 1,002 -84%
KIDS OASIS 44 243 -82%
TEEN ZONE 35 172 -80%
LIBRARY SERVICES 458 131 250%
ABOUT US 45 83 -46%
FAQ 41 113 -64%
BOOK CLUBS 28 78 -64%
DOWNLOADABLE EBOOKS, MUSIC, EMAGS 1,773 641 177%
DIPLOMA 3 23 -87%
WELWOOD HOMEPAGE 135 2,678 -95%
TOTAL WEB PAGE HITS 7,214 14,525 -50%
June 3, 2020 BOARD PACKET p. 19
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 05/27/20 CITY OF PALM SPRINGS STATMN11TIME: 12:01:53 PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 10/20 FUND - 151 - LIBRARY ENDOWMENT ACCOUNT - - - - - TITLE - - - - - DEBITS CREDITS 11010 Cash 1,933,101.18 11110 Unrealized Investments .00 TOTAL Cash 1,933,101.18 .00 12120 Accounts Receivable .00 12215 Accrued Interest Rec 4,981.69 12418 Notes Receivable 90,000.00 TOTAL Receivables 94,981.69 .00 16151 Prepaid Expenses .00 TOTAL Other Assets .00 .00 TOTAL ASSETS 2,028,082.87 .00 21100 Accounts Payable - System .00 21112 Sales Tax Payable .00 TOTAL Accounts Payable .00 .00 21201 Accrued Wages Payable .00 TOTAL Wages Payable .00 .00 23287 Deposits Payable .00 TOTAL Other Liabilities .00 .00 TOTAL LIABILITIES .00 .00 29306 Budgeted Transfers-Out .00 29322 Transfers to Other Funds .00 29341 Reserves for Encumbrances .00 29342 Resrv for Continuing Appr .00 29348 RESERVE FOR LIB ENDOWMENT .00 TOTAL Fund Balance 268,135.38 2,296,218.25 TOTAL EQUITIES 268,135.38 2,296,218.25 TOTAL LIBRARY ENDOWMENT 2,296,218.25 2,296,218.25 TOTAL REPORT 2,296,218.25 2,296,218.25 RUN DATE 05/27/20 TIME 12:01:54 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERJune 3, 2020 BOARD PACKET p. 20
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 05/27/20 CITY OF PALM SPRINGS AUDIT21TIME: 12:09:31 EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIODS: 1/20 THRU 10/20SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENT DEPARTMENT - 2752 - LIBRARY TRUST ACCOUNT CUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE50004 FUTURE LIBRARY PROJECTS 151-50-2752-2752 - LIBRARY TRUST50004 FUTURE LIBRARY PROJECTS .00 .00 .00 BEGINNING BALANCE 06/28/19 11-1 4,900.00 POSTED FROM BUDGET SYSTEM 09/23/19 13-3 1,648,041.27 BUD ADJ 9/23-1CA LIB 151 10/01/19 25-3 10/1-08B -23,500.00 BUD ADJ 10/1-08B 10/01/19 25-3 10/1-09B -39,000.00 BUD ADJ 10/1-09B 10/16/19 25-4 10/16-14 -20,000.00 BUD ADJ 10/16-14B 10/16/19 25-4 10/16-15 -25,000.00 BUD ADJ 10/16-15B TOTAL FUTURE LIBRARY PROJECTS 1,545,441.27 .00 .00 1,545,441.27 TOTAL 1ST SUBTOTAL - CAPITAL 1,545,441.27 .00 .00 1,545,441.27 TOTAL DEPARTMENT - LIBRARY TRUST 1,545,441.27 .00 .00 1,545,441.27 TOTAL FUNCTION - LIBRARY 1,545,441.27 .00 .00 1,545,441.27 TOTAL FUND - LIBRARY ENDOWMENT 1,545,441.27 .00 .00 1,545,441.27TOTAL REPORT 1,545,441.27 .00 .00 1,545,441.27* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONJune 3, 2020 BOARD PACKET p. 21
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 05/27/20 CITY OF PALM SPRINGS EXPSTA11TIME: 12:08:55 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and orgn.orgn1=’50’ and orgn.orgn2=’2752’ACCOUNTING PERIOD: 10/20SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND-151 LIBRARY ENDOWMENT FUNCTION-50 LIBRARY DEPARTMENT-2752 LIBRARY TRUST 1ST SUBTOTAL-4200 MTRLS, SUPPLIES & SVCS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD42195 SPECIAL DEPT SUPPLIES 125.16 .00 .00 72.35 52.81 57.8142530 DUES & SUBSCRIPTIONS 3,750.00 .00 .00 .00 3,750.00 .0044051 FRIENDS OF THE LIBRARY 4,014.55 1,383.05 .00 6,023.80 -2,009.25 150.05 TOTAL MTRLS, SUPPLIES & SVCS 7,889.71 1,383.05 .00 6,096.15 1,793.56 77.2750004 FUTURE LIBRARY PROJECTS 1,545,441.27 .00 .00 .00 1,545,441.27 .0051026 TRUST FUND BOOKS 42,356.54 394.53 925.68 29,074.32 12,356.54 70.8351031 KROPITZER TRUST DONATION 216,665.74 .00 .00 .00 216,665.74 .0051036 WELWOOD PATIO 151,128.36 .00 147,308.36 3,820.00 .00 100.0051039 STRATEGIC PLANNING 67,180.78 .00 17,254.32 46,926.46 3,000.00 95.5351040 PR LIBRARY CAMPAIGN 25,000.00 1,937.16 .00 13,015.54 11,984.46 52.06 TOTAL CAPITAL 2,047,772.69 2,331.69 165,488.36 92,836.32 1,789,448.01 12.61 TOTAL LIBRARY TRUST 2,055,662.40 3,714.74 165,488.36 98,932.47 1,791,241.57 12.86 TOTAL LIBRARY 2,055,662.40 3,714.74 165,488.36 98,932.47 1,791,241.57 12.86 TOTAL LIBRARY ENDOWMENT 2,055,662.40 3,714.74 165,488.36 98,932.47 1,791,241.57 12.86TOTAL REPORT 2,055,662.40 3,714.74 165,488.36 98,932.47 1,791,241.57 12.86June 3, 2020 BOARD PACKET p. 22
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 05/27/20 CITY OF PALM SPRINGS EXPSTA11TIME: 12:10:15 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 10/20SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND-001 GENERAL FUND 2ND SUBTOTAL-400 EMPLOYEE COMPENSATIONFUNCTION-50 LIBRARY DEPARTMENT-2710 LIBRARY 1ST SUBTOTAL-4000 PERSONNEL COSTS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD40000 REGULAR EMPLOYEES 999,100.00 78,671.13 .00 831,845.39 167,254.61 83.2640050 VACATION/SICK CONVERSION 11,107.43 .00 .00 13,297.43 -2,190.00 119.7240200 TEMPORARY EMPLOYEES 41,700.00 .00 .00 .00 41,700.00 .0040800 OVERTIME 5,000.00 .00 .00 986.99 4,013.01 19.7441110 MED INSURANCE WITHDRAWAL .00 150.00 .00 4,200.00 -4,200.00 .0041210 EDUC/CERT/LICENSE 32,200.00 .00 .00 .00 32,200.00 .0041450 TELECOMMUNICATION ALLOWA 75.00 .00 .00 75.00 .00 100.0041600 PERS CONTRIBUTIONS 347,900.00 26,924.35 .00 288,357.95 59,542.05 82.8941620 PERS - POB 36,000.00 .00 .00 27,000.00 9,000.00 75.0041700 MEDICARE TAX 15,000.00 1,162.30 .00 12,807.52 2,192.48 85.3841900 FRINGE BENEFITS 210,200.00 16,863.66 .00 155,530.73 54,669.27 73.9941920 WORKERS COMPENSATION 59,900.00 .00 .00 44,925.00 14,975.00 75.0041930 RHS HEALTH BENEFIT 13,800.00 1,075.00 .00 10,175.00 3,625.00 73.7341940 RETIREE HEALTH BENEFIT 106,800.00 .00 .00 80,100.00 26,700.00 75.00 TOTAL PERSONNEL COSTS 1,878,782.43 124,846.44 .00 1,469,301.01 409,481.42 78.2042010 GAS AND OIL (HEAT) 8,000.00 470.20 .00 5,283.81 2,716.19 66.0542015 COMMUNICATIONS 26,425.00 437.77 5,678.05 19,303.59 1,443.36 94.5442100 OFFICE SUPPLIES 12,011.60 695.26 .00 10,353.44 1,658.16 86.2042115 POSTAGE 1,000.00 155.00 .00 646.90 353.10 64.6942195 SPECIAL DEPT SUPPLIES 27,600.00 2,110.42 .00 14,793.73 12,806.27 53.6042490 NON CAPITAL EQUIPMENT 16,000.00 .00 .00 10,226.28 5,773.72 63.9142500 TRAVEL & TRAINING 8,500.00 11.39 .00 7,068.90 1,431.10 83.1642520 CONFERENCES 14,100.00 .00 .00 7,426.63 6,673.37 52.6742530 DUES & SUBSCRIPTIONS 5,900.00 .00 .00 2,064.00 3,836.00 34.9842570 PRINTING & PUBLISHING 20,300.00 2,753.89 2,968.50 8,744.53 8,586.97 57.7042580 ELECTRONIC DATABASES 55,515.00 10,000.00 300.00 46,696.60 8,518.40 84.6642900 OFFICE EQUIP OPS & MAINT 1,000.00 .00 .00 .00 1,000.00 .0042920 PC/HARD/SOFTWARE MAINT 87,000.00 708.39 .00 84,318.36 2,681.64 96.9243200 CONTRACTUAL SERVICES 12,809.60 .00 .00 418.00 12,391.60 3.2643203 CONTRACTUAL TEA 5,000.00 .00 .00 3,028.32 1,971.68 60.5744000 BOOKS 123,000.00 7,868.85 7,958.40 93,259.20 21,782.40 82.2944010 MAGAZINES & PUBLICATIONS 12,312.97 .00 .00 10,104.00 2,208.97 82.0644020 AUDIO VISUAL MATERIALS 110,000.00 4,091.52 18,353.61 89,646.39 2,000.00 98.1844040 CONTRACTUAL CATALOGING 30,108.00 .00 .00 30,107.94 .06 100.0044050 LIBRARY SPECIAL CHARGES 31,500.00 2,444.92 3,384.59 12,286.36 15,829.05 49.7545520 ADVERTISING 11,000.00 2,727.00 1,135.00 7,830.00 2,035.00 81.50 TOTAL MTRLS, SUPPLIES & SVCS 619,082.17 34,474.61 39,778.15 463,606.98 115,697.04 81.3149000 INSURANCE 70,600.00 .00 .00 52,950.00 17,650.00 75.0049040 FACILITIES MAINT SERVICE 115,400.00 .00 .00 86,550.00 28,850.00 75.0049070 BENEFITS ADMIN 11,300.00 .00 .00 8,475.00 2,825.00 75.00 TOTAL SPECIAL CHARGES 197,300.00 .00 .00 147,975.00 49,325.00 75.00 TOTAL LIBRARY 2,695,164.60 159,321.05 39,778.15 2,080,882.99 574,503.46 78.68June 3, 2020 BOARD PACKET p. 23
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 2DATE: 05/27/20 CITY OF PALM SPRINGS EXPSTA11TIME: 12:10:15 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 10/20SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND-001 GENERAL FUND FUNCTION-50 LIBRARY DEPARTMENT-2710 LIBRARY 1ST SUBTOTAL-4900 SPECIAL CHARGES PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD TOTAL LIBRARY 2,695,164.60 159,321.05 39,778.15 2,080,882.99 574,503.46 78.68 TOTAL GENERAL FUND 2,695,164.60 159,321.05 39,778.15 2,080,882.99 574,503.46 78.68TOTAL REPORT 2,695,164.60 159,321.05 39,778.15 2,080,882.99 574,503.46 78.68June 3, 2020 BOARD PACKET p. 24
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 05/27/20 CITY OF PALM SPRINGS AUDIT41TIME: 12:08:14 REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIODS: 1/20 THRU 10/20 (INACTIVE ACCOUNTS INCLUDED)SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNT,ACCOUNT,PERIODTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,ACCOUNT,PERIODPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENT CUMULATIVEACCOUNT DATE T/C RECEIVE REFERENCE PAYER/VENDOR BUDGET RECEIPTS RECEIVABLES DESCRIPTION BALANCE36101 INTEREST INCOME 151-2 - LIBRARY ENDOWMENT36101 INTEREST INCOME .00 .00 .00 BEGINNING BALANCE 06/28/19 12-1 .00 POSTED FROM BUDGET SYSTEM TOTAL PERIOD 1 .00 .00 .00 .00 09/30/19 19-3 3401 10,440.24 FY20 Q1 INTEREST ALLOCS TOTAL PERIOD 3 .00 10,440.24 .00 -10,440.24 12/31/19 19-6 3665 10,644.62 FY20 Q2 INTEREST ALLOCS TOTAL PERIOD 6 .00 10,644.62 .00 -21,084.86 03/31/20 19-9 3900 8,360.11 Q3 INTRST ALLOC TOTAL PERIOD 9 .00 8,360.11 .00 -29,444.97 TOTAL INTEREST INCOME .00 29,444.97 .00 -29,444.97 TOTAL 1ST SUBTOTAL - USE OF MONEY .00 29,444.97 .00 -29,444.97 TOTAL DEPARTMENT - .00 29,444.97 .00 -29,444.97 TOTAL FUNCTION - SPECIAL REVENUE FUNDS .00 29,444.97 .00 -29,444.97 TOTAL FUND - LIBRARY ENDOWMENT .00 29,444.97 .00 -29,444.97TOTAL REPORT .00 29,444.97 .00 -29,444.97* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONJune 3, 2020 BOARD PACKET p. 25
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 05/28/20 CITY OF PALM SPRINGS STATMN11TIME: 09:53:07 PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 11/20 FUND - 151 - LIBRARY ENDOWMENT ACCOUNT - - - - - TITLE - - - - - DEBITS CREDITS 11010 Cash 1,932,701.18 11110 Unrealized Investments .00 TOTAL Cash 1,932,701.18 .00 12120 Accounts Receivable .00 12215 Accrued Interest Rec 4,981.69 12418 Notes Receivable 90,000.00 TOTAL Receivables 94,981.69 .00 16151 Prepaid Expenses .00 TOTAL Other Assets .00 .00 TOTAL ASSETS 2,027,682.87 .00 21100 Accounts Payable - System .00 21112 Sales Tax Payable .00 TOTAL Accounts Payable .00 .00 21201 Accrued Wages Payable .00 TOTAL Wages Payable .00 .00 23287 Deposits Payable .00 TOTAL Other Liabilities .00 .00 TOTAL LIABILITIES .00 .00 29306 Budgeted Transfers-Out .00 29322 Transfers to Other Funds .00 29341 Reserves for Encumbrances .00 29342 Resrv for Continuing Appr .00 29348 RESERVE FOR LIB ENDOWMENT .00 TOTAL Fund Balance 270,844.63 2,298,527.50 TOTAL EQUITIES 270,844.63 2,298,527.50 TOTAL LIBRARY ENDOWMENT 2,298,527.50 2,298,527.50 TOTAL REPORT 2,298,527.50 2,298,527.50 RUN DATE 05/28/20 TIME 09:53:07 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERJune 3, 2020 BOARD PACKET p. 26
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 05/28/20 CITY OF PALM SPRINGS AUDIT21TIME: 09:56:17 EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’44051’ACCOUNTING PERIODS: 1/20 THRU 11/20SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENT DEPARTMENT - 2752 - LIBRARY TRUST ACCOUNT CUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE44051 FRIENDS OF THE LIBRARY 151-50-2752-2752 - LIBRARY TRUST44051 FRIENDS OF THE LIBRARY .00 .00 .00 BEGINNING BALANCE 06/28/19 11-1 100.00 POSTED FROM BUDGET SYSTEM 09/23/19 13-3 200.00 BUD ADJ 9/23-1CA LIB 151 02/13/20 21-8 1111713 24212 FRIENDS OF THE P 2,331.50 .00 DAILY BOOK SALES 02/19/20 13-8 2,331.50 02-19 05B 03/12/20 21-9 1112231 24212 FRIENDS OF THE P 2,309.25 .00 DAILY BOOK SALES 04/16/20 13-10 1,383.05 04-16 06B 04/23/20 21-10 1113059 24212 FRIENDS OF THE P 1,383.05 .00 DAILY BOOK SALES 05/27/20 13-11 2,309.25 05-27 02B TOTAL FRIENDS OF THE LIBRARY 6,323.80 6,023.80 .00 300.00 TOTAL 1ST SUBTOTAL - MTRLS, SUPPLIES & SVCS 6,323.80 6,023.80 .00 300.00 TOTAL DEPARTMENT - LIBRARY TRUST 6,323.80 6,023.80 .00 300.00 TOTAL FUNCTION - LIBRARY 6,323.80 6,023.80 .00 300.00 TOTAL FUND - LIBRARY ENDOWMENT 6,323.80 6,023.80 .00 300.00TOTAL REPORT 6,323.80 6,023.80 .00 300.00* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONJune 3, 2020 BOARD PACKET p. 27
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 05/28/20 CITY OF PALM SPRINGS EXPSTA11TIME: 09:55:08 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and orgn.orgn1=’50’ and orgn.orgn2=’2752’ACCOUNTING PERIOD: 11/20SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND-151 LIBRARY ENDOWMENT FUNCTION-50 LIBRARY DEPARTMENT-2752 LIBRARY TRUST 1ST SUBTOTAL-4200 MTRLS, SUPPLIES & SVCS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD42195 SPECIAL DEPT SUPPLIES 125.16 .00 .00 72.35 52.81 57.8142530 DUES & SUBSCRIPTIONS 3,750.00 .00 .00 .00 3,750.00 .0044051 FRIENDS OF THE LIBRARY 6,323.80 .00 .00 6,023.80 300.00 95.26 TOTAL MTRLS, SUPPLIES & SVCS 10,198.96 .00 .00 6,096.15 4,102.81 59.7750004 FUTURE LIBRARY PROJECTS 1,545,441.27 .00 .00 .00 1,545,441.27 .0051026 TRUST FUND BOOKS 42,356.54 .00 925.68 29,074.32 12,356.54 70.8351031 KROPITZER TRUST DONATION 216,665.74 .00 .00 .00 216,665.74 .0051036 WELWOOD PATIO 151,128.36 .00 147,308.36 3,820.00 .00 100.0051039 STRATEGIC PLANNING 67,180.78 .00 17,254.32 46,926.46 3,000.00 95.5351040 PR LIBRARY CAMPAIGN 25,000.00 400.00 .00 13,415.54 11,584.46 53.66 TOTAL CAPITAL 2,047,772.69 400.00 165,488.36 93,236.32 1,789,048.01 12.63 TOTAL LIBRARY TRUST 2,057,971.65 400.00 165,488.36 99,332.47 1,793,150.82 12.87 TOTAL LIBRARY 2,057,971.65 400.00 165,488.36 99,332.47 1,793,150.82 12.87 TOTAL LIBRARY ENDOWMENT 2,057,971.65 400.00 165,488.36 99,332.47 1,793,150.82 12.87TOTAL REPORT 2,057,971.65 400.00 165,488.36 99,332.47 1,793,150.82 12.87June 3, 2020 BOARD PACKET p. 28
MEMORANDUM
DATE: June 3, 2020
SUBJECT: LIBRARY BOARD OF TRUSTEE STAFF REPORT
TO: Trustees
FROM: Jeannie Kays, Director of Library Services
Legislative Action Item 7.B.
Friends of the Library organize and sell used books and ancillary items such as
earbuds, USB memory sticks, and passport photos at the Library. Library staff receive
the payment and enter it into the Library cash register. Friends’ transactions are
recorded in the cash register under separate “Friends” transaction keys, allowing us to
run a daily report for the City’s Finance Department to determine the accounts in which
to deposit the funds.
Funds are deposited into all the transaction accounts and then Library staff run a report
after the end of the month to determine the total amount earned by Friends of the Palm
Springs Library.
A new process was undertaken this year, which is taking time to function smoothly.
Previously, we requested a check for the Friends directly from the revenue account.
The Finance Department determined that this was an incorrect procedure, because
expenditures should not happen from revenue accounts. The funds need to be
transferred into the expenditure account and then a check can be cut.
In March 2020, Library staff did the following actions:
1. Ran report to determine amount earned in February
2. Created and submitted an “Offsetting Budget Adjustment” to move funds
from the revenue account into the expenditure account.
3. Requested a check to be sent to Friends of the Library with funds from the
expenditure account
Step 2 did not take place, creating an account shortage from the expenditure account.
Finance Department was able to correct the issue on May 27, 2020. Detailed financial
reports now show the transaction from Step 2.
Jeannie Kays
Director of Library Services
June 3, 2020 BOARD PACKET p. 29
FOR DISCUSSION PURPOSES ONLY
June 6, 2020
Nancy A. Pauley
Director of Finance
City of Palm Springs
3200 E. Taqhitz Canyon Way
Palm Springs, CA 92263-2743
Dear Ms. Pauley,
By the authority of the Library Board of Trustees and following a vote of the Trustees, I am requesting
that all funds held by the City of Palm Springs in the Library Endowment account be turned over to the
Trustees to be deposited into the account of a financial institution of the Trustees choosing.
Kindly provide the balance to be transferred, including any accrued interest and the date that such
transfer can be made so the Trustees can make appropriate arrangements.
Sincerely,
David Kelly
Library Board of Trustees, Trustee and Treasurer
cc: Library Board of Trustees
Jeannie Kays, Director of Library Services
Palm Springs Public Library
300 S. Sunrise Way
Palm Springs, CA 92262
DavidJaxKelly@gmail.com
323-314-3266 (cell & text)
June 3, 2020 BOARD PACKET p. 30
LIBRARY A -GO-GO
MATERIALS TO -GO—CONTACT FREE PROCEDURES:
• Go online (www.palmspringslibrary.org) or call the Library (during
regular hours, Mon.-Thu. from 10AM-6PM) to place items on hold, up to
five (5) items.
• Once holds are ready, the Library staff will call you and set a pick-up
appointment time, Mon. – Thurs. between 10AM – 5:30PM
• When you arrive for your appointment, please stay in your car and call
the Library at 760-322-7323—please have your Library card number with
you when you call.
• Your materials will be checked-out and staff will put them on the table out-
side the door. Once staff returns inside you can exit your car to pick up
your materials from the table.
• When items are due, please place them in the book return slot only. All
materials will be quarantined for 72 hours prior to checking-in and return-
ing to the shelves.
• Thank you for following these procedures to keep us all safe and healthy!
June 3, 2020 BOARD PACKET p. 31
LIBRARY A -GO-GO
Material para llevar — Procedimiento para evitar el contacto
• Ingrese a la página de la biblioteca (www.palmspringslibrary.org) o llame
por teléfono (durante el horario de atención normal) para reservar materia-
les hasta cinco (5) artículos.
• Una vez que las retenciones esten listas, el personal de la biblioteca se co-
municará con usted para coordinar el horario en que debe pasar a retirarlo
(de lunes a jueves de 10 AM a 5:30 PM).
• Cuando llegue a su citá, permanezca dentro del automóvil y llame a la
biblioteca al número 760-322-7323. Tenga a mano su número de asociado al
llamar.
• Se registrará la salida del material y el personal lo colocará sobre la mesa
ubicada fuera de la puerta. Cuando el personal regrese al interior, puede sa-
lir del automóvil y recoger el material de la mesa.
• Una vez vencido el plazo, coloque el material en la urna de devolución de
libros. Se lo pondrá en cuarentena durante 72 horas antes de registrar su in-
greso y acomodarlo en los estantes.
• Agradecemos su colaboración para preservar nuestra salud y seguridad.
June 3, 2020 BOARD PACKET p. 32
AWARENESS CAMPAIGN UPDATE as of 5/26/2020
POST-CLOSURE March 13, 2020:
RADIO – Alpha Media 3 stations, 3 weeks, 38 spots (part of campaign listed below)
Radio – COVID/Library online resources/we’re all in this together:
5/11 – 5/25 :30 second commercials on Mix 100.5, the Bull 98.5, U-92.7 in English and Spanish
Radio – COVID/Library online resources/Introducing Library A-Go-Go service
5/26 – 6/1 :30 second commercials on Mix 100.5, the Bull 98.5, U-92.7 in English and Spanish
RADIO - FREE media through IHUB internet radio – “Uncertain Times”
8-week campaign, running :60 second spot re: online services available at the Library (nominal
production cost)
Began running 4/11/20
RADIO – Alpha Media 1 station, 3 weeks – paid for out of Library advertising for COHS [not Trust]
Radio – Career Online High School:
3/22 – 4/12 :30 second commercials on U-92.7
Composed round-two campaign during COVID comprised of Radio, TV and internet/digital advertising
$8,328.50
• Began with Alpha Media radio, 3 stations, (listed above)
• KESQ TV advertising package – station has proposed a one for one match on our proposed TV
campaign highlighting the resources the Palm Springs Public Library is offering to the public.
Therefore, for every dollar spent we will return in kind with additional air time. Combination of
(am/pm) news and morning/afternoon talk show. Proposed 3-month campaign with per month
cost being matched in-kind. Will note on ads that advertising is being paid for by the Library
Board of Trustees.
• Desert Sun Print & Digital – quarter page ad, eight color ads, runs 2x per week for 4 weeks + 50K
online digital impressions – constant for one month
• Uken Report – Digital advertising – Hero Ad, Valley Life section, article with live links, online, one
month
PRE-CLOSURE additional add-ons to original campaign:
PRINT:
• Co-op partner LOCALE Magazine – 3 issues: February/March/April – half-page ad, $400 per
month
• SunLine Bus Shelters (3)/Bus wraps (2 routes) – added second round:
1/9/20 – 2/9/20 – $1400 (added - netted 10 free days on display)
#780 Baristo/Farrell (Interior) & #27 Sunrise/Ramon (Interior/Exterior)
June 3, 2020 BOARD PACKET p. 33
WELWOOD MURRAY MEMORIAL LIBRARY
PATIO PROJECT
MAY 15, 2020
June 3, 2020 BOARD PACKET p. 34